Document management refers to a set of processes, technologies and tools that capture documents, manage and store them in an enterprise. This includes managing the content (data), that forms these documents, as well as the meta-data that describes them.
Implementing a document-management system requires planning, training and the purchase of the appropriate software. It involves assessing existing workflows and identifying areas that could be improved to make them more efficient.
A document manager is a software that allows an organization to keep track of, categorize and organize information in a manner that employees can easily access the information. It can be used to create documents, store and manage various types of documents, including standard operating procedures, contracts, reports, invoices, certificates, spreadsheets, emails and many more.
It is crucial to inform all stakeholders of the document and give them a chance review the document before it is approved. This is where document management systems come in. They provide a central location where suggestions and comments can be shared, eliminating the necessity for lengthy email chains. Participants can then make comments on specific issues such as marketing compliance language, tone, spelling and more.
Once the document has been reviewed and approved after which it can be uploaded to the appropriate database and become accessible to all internal stakeholders to access. Depending on the software, document management systems might automatically notify all relevant users once the document has been uploaded to ensure that they can start the review process.